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Changes to the RSA-911 for FY 2014:

Changes to the RSA-911 for FY 2014:. What VR Agencies Need to Know. 911 Training.

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Changes to the RSA-911 for FY 2014:

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  1. Changes to the RSA-911 for FY 2014: What VR Agencies Need to Know

  2. 911 Training The purpose of this training is to go over the changes made to the Reporting Manual for the Case Service Record Report (RSA-911) issued in July 2013 as PD-13-05 as a result of comments and questions received by RSA since its issuance.

  3. RSA training presenters • Terry Martin • Joe Pepin • Joan Ward • Steve Zwillinger

  4. 15-16: Zip Code and County Name Since PD 13-05 These data elements refer to time of application: • 15. Zip Code at Application • 16. County Name at Application

  5. 17: Source of Referral Since PD 13-05 • The coding options for the Source of Referral start with 1 rather than 0. Example: 1=Educational Institutions (elementary/secondary)

  6. 18: Involvement with Other Agencies and Services at Application Q: Coding Option 05, Consumer Organizations or Advocacy Groups was included here but not in Services Provided and Costs for Purchased Services - Comparable Services and Benefits Provider. Was this an error? A: Consumer Organizations or Advocacy Groups was intentionally dropped from Services Provided and Costs for Purchased Services (Data Element #51-190) as it was inappropriate. Advocacy groups do not provide services.

  7. 18: Involvement with Other Agencies and Services at Application - continued Q: Should the language state whether the consumer was or is involved with other agencies? A: Counselors should include any involvement that the consumer had with other agencies and services at the time he/she applied for VR services. Q: How is “Public Housing Authority” defined? A: Public housing authorities normally fall under either section 8 housing voucher programs or low rent/rent control programs that can be administered by the state, the county or a non-profit with the property either being government owned, or government administered under contract with the owner.

  8. 18: Involvement with Other Agencies and Services at Application - continued Q: How is “Child Protective Services” defined? A: Child protective services is used when the consumer is either involved with or referred by a social service agency doing child protection work. Q: What is the difference between “State Employment Service Agency” and “One-Stop Employment/Training Center”? A: “State Employment Service Agency” and “One-Stop Employment/Training Centers” could be one and the same for some states. However, certain agencies’ DOL employment offices may not be located at One-Stops; they may have two separate offices. RSA is allowing for varying possibilities.

  9. 19. Level of Education at Application191: Level of Education Attained at Closure Since PD 13-05 • Instructions clarified to add “or License” to the coding option “Vocational/Technical Certificate.” • It now reads “10 Vocational/Technical Certificate or License.” • Note on coding option 3 from the current RSA-911 (PD-12-05) is restored. • “NOTE: Code 3 is intended to capture individuals whose highest level of education is special education. This includes various situations. Use code 3 ‘Special education certificate of completion/diploma or in attendance’: 1) if the individual is currently a special education student, 2) if the individual received special education and earned a certificate of completion or high school diploma, or 3) if the individual received special education but did not receive a certificate/diploma.”

  10. Monthly Public Support Amount at Application 34: All Other Public Support Q: Would you report payments received for retirement including Social Security as public support? A: Yes

  11. 35: Primary Source of Support at Application206: Primary Source of Support at Closure Since PD 13-05 • New coding option changes have been withdrawn. The current RSA-911 (PD 12-05) coding options remain. • Coding option “0 Employment Earnings” is withdrawn. • Employment earnings are, as they had been in the current RSA-911, part of personal income and are not a separate item. • “Personal Income (employment earnings, interest, dividends, rent, retirement including social security)” is coding option 1, 2 is “Family and Friends,” 3 is “Public Support (SSI, SSDI, TANF, etc.),” and 4 is “All other sources (e.g., private disability insurance and private charities).”

  12. 35: Primary Source of Support at Application206: Primary Source of Support at Closure - continued Q: If the Primary Source of Support (PSS) at Application is retirement including Social Security (coding option 1) and the PSS at Closure is employment earnings (coding option 0) will this result in a better PSS rating? A: RSA is interpreting the agency’s description of “a better PSS rating” to mean will there be an impact on the agency passing indicator 1.6. As explained in the prior slide, coding option #1 will be changed to read "Personal income (employment earnings, interest, dividends, rent, retirement including social security). As a result, the calculations to determine indicator 1.6 would not be affected or changed.

  13. Medical Insurance Coverage at Application40: Not Yet Eligible for Private Insurance through Current Employer, But Will Be Eligible for Private Insurance after a Certain Period of Employment Q: Why would an individual with such an employment apply for VR services with the type of insurance described in this data element? A: Although this medical insurance coverage may not be likely at application, RSA must allow for all possibilities.

  14. 42-45: Start and End Dates of Trial Work Experience/Extended Evaluation (EE) Q: Are there changes in practice that allow Trial Work or Extended Evaluation after eligibility has been determined? A: Although Trial Work/Extended Evaluation can be done at both pre- and/or post-eligibility periods, these data elements are intended to capture the date of Trial Work/Extended Evaluation at pre-eligibility.

  15. 50: Supported Employment Goal Since PD 13-05 • Supported Employment Goal is intended to be used only for consumers who received services under an IPE (closure types 3 and 4); otherwise leave blank. • Language added: (Data Element #213 Type of Closure – coded 3 or 4). • Coding option “0 The individual had no supported employment goal identified in their IPE at any point during their rehabilitation” has been eliminated. This data element is used only when an individual had an employment goal of supported employment in their IPE.

  16. 51-190: Services Provided and Costs for Purchased Services Since PD 13-05 • Directions clarified to allow for services other than assessment (such as interpreter services), when provided prior to the development of an IPE. • Under heading “Comparable Services and Benefits Provider” instructions revised to delete option “00 - No comparable services or benefits were provided.” Coding options begin with “01 American Indian VR Services Program.” • There are 23 providers listed with the 23rd being for all “Other Sources” not listed in the previous 22.

  17. 51-190: Services Provided and Costs for Purchased Services - continued Q: If the services provided are purchased by the VR agency, are there only two types of funds used? The two types of funds are 1) State Vocational Rehabilitation Grant (Title 1) Funds and 2) Supported Employment State Grant (Title VI, Part B) Funds. Are there additional funds that could be used to purchase services? A: Yes, there are only two types of funds that can be identified for the cost of purchased services, Title I and Title VIB. Title I funds include state and other sources of  matching funds as well as program income.  Q: If services provided are a combination of purchased and agency- provided, then will the purchased services require an amount in one of these two funds? A: Yes

  18. 51-55: Assessment Q: Occasionally, we will have an assessment for determining eligibility provided at no cost to the agency. According to the new policy, we are only to report provider types for comparable services or benefits that are listed on the IPE. How should we report these pre-IPE assessment services? A: We do want agencies to report comparable services and benefits providers that are used to determine eligibility which would be prior to an IPE being written. Therefore, we eliminated the language under Comparable Services and Benefits Provider that states that the service must be listed on the individual's IPE.

  19. 81-85: Occupational or Vocational Training Since PD 13-05 • Deleted “or certification” from the data element description. • The description now reads “Occupational, vocational, or job skill training provided by a community college and/or business, vocational/trade or technical school to prepare students for gainful employment in a recognized occupation, not leading to an academic degree. . .” • The language conflicted with coding option “10 Vocational/Technical Certificate or License” under data element 191. Level of Education Attained at Closure.

  20. 81-85: Occupational or Vocational Training - continued Q: We have a training center that provides a certificate for fewer than 60 hours, usually associated with community colleges. Occupational/vocational training isn't allowed for recipients of certificates. Which training data element should we use? A: For a training center that provides a certificate for fewer than 60 hours, the agency should use Junior or Community College Training (Data Element #76-80) which indicates that an individual could receive a certificate and does not define the number of hours required.

  21. 91-95: Apprenticeship Training Q: In some state apprenticeship training is considered to be employment. Can apprenticeship training start date be the same as the employment date? A: Apprenticeship training start date can be the same as the Start Date of Employment in Primary Occupation at Closure (Data Element #195) and used for the 90 days to closure. Keep in mind that 90 days is a minimum and that counselors should exercise their judgment in determining if the individual is stable in his or her employment.

  22. 181-185: Customized Employment Services Q: Is there RSA guidance that defines customized employment services and how they are to be delivered within the VR program, or should we go by the DOL/ODEP guidance? A: RSA crafted the language for the description of customized employment services based on language obtained from DOL. The DOL language is appropriate to use.

  23. 181-185: Customized Employment Services - continued Q: What distinguishes “Customized Employment” and “Supported Employment?” Is the only real difference that “Supported Employment” requires “extended services” (aka, “long term support”) and “Customized Employment” does not? A: In simple terms, yes the difference is that supported employment requires extended services.

  24. 193: Number of Jobs at Closure Since PD 13-05 • Reference to ‘Occupations’ in the PD 13-05 version of “Number of Jobs/Occupations at Closure” has been changed to eliminate ‘occupations’. • It now reads “Number of Jobs at Closure”

  25. 195: Start Date of Employment in Primary Occupation at Closure Since PD 13-05 • Note: added regarding employment date for individuals employed at application. • “Note: For individuals who were employed at application (Data Element #25 Employment Status at Application coded 1 through 7), this date will be prior to the date of application (Data Element #5). Additionally, date of closure (Data Element #215) must be no less than 90 days following cessation of VR services and the satisfaction of all other case closure criteria. See CFR34 361.56.”

  26. 195: Start Date of Employment in Primary Occupation at Closure Q: If a consumer has multiple jobs, does the second job which meets the definition of primary have to be monitored for the full 90 days or can this be treated as continued employment? A: For all jobs that are consistent with the occupational goal on the individual’s IPE and that the agency is using to calculate the Weekly Earnings (Data Element #197) and the Hours Worked (Data Element #198) at Closure, the agency must ensure that the individual has been employed on each of the jobs for 90 days.

  27. 196: Employment Status at Closure Q: How do we code extended employment outcomes? A: Extended employment is no longer an employment status. Leave this data element blank if the individual did not achieve a recognized employment outcome.

  28. Questions? Contact Information Data Unit Staff: Joe Pepin, Chief (joe.pepin@ed.gov, 202-245-7598) Yann-Yann Shieh (yann-yann.shieh@ed.gov, 202-245-7247) Joan Ward (joan.ward@ed.gov, 202-245-7565) Vernita Washington (vernita.washington@ed.gov, 202-245-7479 Steven Zwillinger (steven.zwillinger@ed.gov, 202-245-7313 Or Your State Liaison

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